DairySage Program Handbook Mentoring for the Dairy Industry
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Contents
Acknowledgement .................................................................................................................................. 2
Welcome ................................................................................................................................................. 3
What is Mentoring? ................................................................................................................................ 3
Program Overview .................................................................................................................................. 4
More information for mentees ............................................................................................................... 5
More information for mentors ............................................................................................................... 6
Suggested activities ................................................................................................................................. 7
Methods to enhance interactions ........................................................................................................... 7
Workshop Program –Day 1 ..................................................................................................................... 8
Workshop Program – Day 2 .................................................................................................................... 9
Conclusion of mentoring ....................................................................................................................... 10
Further information .............................................................................................................................. 10
Acknowledgement
DairySage Mentoring was originally developed by WestVic Dairy and The People in Dairy team from
Dairy Australia with funding provided by the Geoffrey Gardiner Dairy Foundation. The project has
been adapted and improved over time and is funded through the Young Dairy Network Australia.
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Welcome
The aim of DairySage Mentoring is to support the mentee to develop their skills and personal
capability enabling them to reach their own goals and objectives. DairySage does this through a six
month structured program partnering experienced, inspirational and dynamic mentors with
individuals from all sectors of the dairy industry.
Mentoring provides a supportive and private relationship between two people that involves sharing
and developing knowledge. Mentees benefit from having a sounding board for concepts, will gain
confidence in communicating and will establish wider networks within the industry through their
mentor.
Mentors gain from mentoring through personal development (enhanced listening skills, higher
empathy, etc.), a strong connection to the younger generation, enlarged networks and community
recognition.
The project includes the tools and processes to train and support both parties in effective mentoring
partnerships.
What is Mentoring?
"Mentoring supports and encourages people to manage their own learning in order that they may
maximise their potential, develop their skills, improve their performance and become the person
they want to be." Eric Parsloe
Mentoring is one of the oldest forms of human development and empowerment and today the
concept of mentoring is used all over the world in large corporations, small business, universities and
youth development. It is an effective way of helping people to progress in their careers and is
becoming increasing popular. It is a helpful relationship based upon mutual trust and respect.
A mentor is a guide who can help the mentee to find the right direction and who can help them to
develop solutions to career issues. Mentors rely upon having had similar experiences to gain an
empathy with the mentee and an understanding of their issues. Mentoring provides the mentee
with an opportunity to think about career options and progress.
For individuals keen to build their confidence, develop personal or professional skills, mentoring is
an excellent opportunity in a non-threatening, one-on-one environment. There are no limits -
mentoring can be a used for many situations: to navigate a business through a difficult situation, a
tool in a wealth strategy, to grow the farm business, to determine life or business goals or advance a
career.
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Program Overview
Relationships will be more likely to succeed if participants understand roles, responsibilities, skills
and approaches towards effective mentoring. The following information outlines the activities for
participants and the expectations around the commitment required to complete the program.
As participation in the program is voluntary and unpaid, we expect mentees and mentors to respect
and appreciate the contribution each makes.
The initial workshop runs over 2 days for mentee participants and 1.5 days for mentors.
Participants will learn:
• mentoring skills and how to make the most from mentoring partnerships,
• undertake professional development training in areas such as; goal setting, communication
skills and learning styles.
During the training program, mentors and mentees work together with the aim of implementing a
personal development plan for the mentee.
Partnerships will be supported by a ‘mentoring manual’ written specifically for the dairy industry
which includes the training notes and also suggestions for partnership activities, how to
communicate and how often and tips for constructive reflection through giving and receiving
feedback.
Throughout the six months following the workshop, participants will stay connected through a series
of webinars each month. Further details will be provided during the workshop. To get the most of
the program attending the webinars is required.
Mentees are expected to assume the responsibility of maintaining contact with your mentor
throughout the six months. Mentors are involved in the program because they want to help develop
your skills and understandings and assist with your career development. It is important that all
interaction between mentee and mentor result in useful dialogue and outcomes. Be prepared to
commit at least one day a month to your project until the completion of the program. You can of
course connect with your mentor as often as possible.
At the conclusion of the six months, the group will reconvene for a final event to discuss and share
the outcomes of each mentees experience.
An evaluation on the effectiveness of mentoring is important to improve and ensure success of the
program.
This evaluation will include:
Mentor and mentee self-evaluation of their role in the program, success of the relationship,
and overall value to them
The overall success rate of mentoring partnerships.
Follow up evaluation six months after the conclusion of the program.
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More information for mentees
This program has been designed to develop your career by building your understanding of yourself
and others, your technical knowledge, the dairy industry and farming systems through undertaking a
project during the DairySage Program. Be prepared to commit at least one day every month, until
completion of the program.
As a mentee, you assume the responsibility for maintaining contact with your mentor. Mentors are
involved in the program because they want to develop your understanding of farming and assist
your early career development. They can even help you to establish connections in the industry.
Prepare for the time you will spend with your mentor to ensure time spent is beneficial and wil
result in positive outcomes.
You will first meet your mentor at the workshop. After a round of speed dating and networking, you
will have the opportunity to identify who within the group you believe can guide you through the
program and your project.
After the workshop, you will take charge of maintaining the relationship. How you communicate (in
person, by phone or email) and the frequency must be agreed between you and your mentor.
Be realistic regarding availability of your mentor, and be flexible for meeting times. Many mentors
are farmers as well and experience the intensive bursts of activity that dairy farming involves. Be
understanding of their needs and offer alternative solutions. If you do have an on farm meeting, you
may even want to offer a hand while there.
Mentors are volunteering their valuable time and you can further help the relationship by:
Being prepared (including a list of discussion topics) and on time for visits
Having realistic expectations
Initiating contact and following through with commitment
Keeping a record of discussions (mentor link)
Respecting the confidentiality of discussions
In addition to regular meetings, be proactive in identifying opportunities for your mentor to catch-
up. This may involve attending regional farm walks and events together or even industry
conferences.
Attending the monthly webinars is an essential part of the program and assist greatly in helping you
to both stay on track and prepare for the final event where all mentees present their experiences
from the program.
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More information for mentors
Mentors are selected due to their expertise and passion for the dairy industry. It is expected that
your mentee will engage with you regularly (at least monthly) and may visit you at your farm or work
place during the program.
The mentor’s role is to listen, provide constructive feedback and to help their mentoring partner
consider options. They may refer them to resources and facilitate decision making and share their
own experiences. They might help to identify areas for development, provide coaching and allow
opportunities to practice their new skills. They may be a sounding board, ask questions to cause
further exploration of ideas or to challenge their mentees thinking. They provide guidance, not
direction and do not solve problems but act as a collaborator in the problem solving process.
Responsibilities of the mentor include:
• Maintaining confidentiality • Being accessible • Listening actively • Motivating and supporting your mentoring partner to achieve their goals
Your mentee will already be familiar with, and have had some exposure to the industry. Identify
their experience, and pitch discussions at a level that suits their understanding. Where mentees are
highly familiar with dairying, e.g. those that have grown up and/or worked on dairy farms, challenge
their thinking and perceptions. As each dairy farm is unique, the insights into your operation or
business will further their understanding of the diversity of the industry.
As a mentor, you will become a confidential source of advice, support, and guidance for the mentee
as they develop their understandings. Adhere to the motto that ‘the only stupid question is the one
not asked’; encourage them to question everything, and take the time to answer them fully.
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Suggested activities
• Chats by phone; a good option to discuss ‘one-off’ topics and keep communications ‘alive’. Consider also options that have video: o Skype o Facetime o Facebook Messenger.
• Catch-up for coffee or lunch • Farm visits • Industry events, workshops/conferences • Sharing of web sites, articles and publications, Facebook links • Invitations to discussion forums on particular topics.
Methods to enhance interactions
• Listen intently • Be responsive to communications e.g. respond to emails/voice messages in a
timely manner • Use open ended questions to encourage thinking and dialogue (e.g. ask “What
will you be doing in the coming months to prepare for calving?”, not “Are you preparing for calving now?”)
• Think from your mentoring partners perspective • Be complimentary and encouraging • Be honest and respectful • Take a personal interest • Provide strategic comment and discussion • Apply your background knowledge and networks to their situation
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Workshop Program –Day 1
Day 1 Mentee participants Mentors
Session 1
8.30am
Introduction
Welcome & introductions
About the project and how the mentoring program works
Your expectations
Ground rules
Session 2
Taking charge
Chances, choice and change
Chances – seizing opportunities
Choices – deciding what I want
Change – unfreeze, change, refreeze
10.30am Morning tea
Session 2 Chances, choice and change continued
Session 3
Taking charge
AIM 4 Action
Knowing where you want to go
Personal SWOT
AIM – achievable, in time, measurable
Session 4
AIM in Action
AIM in Action
Action planning
12.00–12.40pm Lunch (opportunity to meet mentors) Mentors arrive for lunch
Session 4
Networking
Networking objectives
Network map
Elevator pitch
Welcome and Introductions
About the project
How the mentoring program works
What is mentoring
Benefits of mentoring
Roles and responsibilities
Mentoring process
Mentoring skills
Building mentoring relationships
Structuring a Mentoring session
Prepare for meeting the mentees
Session 5
Mentoring
What is mentoring
Mentoring process
Mentoring skills for Mentees
Building mentoring relationships
Prepare for meeting the mentors
3.30–3.50pm Afternoon tea
Session 6 Mentor mixing
Team activity
5.00pm Session end (free time)
6.00pm Mentors and mentee pre-dinner drinks
6.30pm Dinner
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Workshop Program – Day 2
Day 2
Session 7
8.00am Mentoring in practice
Review of Day 1
Building mentor relationships
Roles and responsibilities
Choosing a Mentor
Session 8
Working together
Understanding individual differences
Effective communication
Communication preferences
Listening skills
Open & closed questions
10.30am Morning tea
Session 8
Working together continued
Understanding individual differences
Effective communication
Communication preferences
Listening skills
Open & closed questions
Session 9
Plotting the journey
Plotting the journey
Mentor & Mentee working together
Review AIM
Develop AIM Action plan
Tools to help
12.15 – 1.00pm Lunch
Session 9
Plotting the journey continued
Plotting the journey
Mentor & Mentee working together
Review AIM
Develop AIM Action plan
Tools to help
Session 10
Mentoring in Action
Where to next?
Follow up post workshop
Mentoring templates
Mentor Agreement
Coordinate schedule
Session 11
Evaluation and wrap up
Review
Evaluation
Presentations
3.30pm Participants depart
The program is subject to change if required.
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Conclusion of mentoring
The formal program is six months in length and mentoring will cease at the end of program. Mentors
and mentees are welcome to stay in touch with each other beyond this date if they choose to.
The mentor or mentee can contact the program manager to invoke a confidential ‘no-fault exit’ if
the relationship is not working, or if other factors prevent the continuance of the mentoring. The
other party will be informed that the partnership has ended, but not the specifics why (unless
authorised to do so).
Further information
Di Gresham
Young Dairy Network Australia Coordinator
Dairy Australia
Mobile: 0428 086 769
Email: [email protected]
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